3362-5-12
Media, social media, and web sites.

(A)
Overview

(1)
Shawnee state university is committed to
sharing timely, accurate, and consistent information with its various
audiences, including current and prospective students, parents and families,
alumni and friends, neighbors and the community through whatever practical
means are relevant and available, including media sources, social media sites,
and websites.

(2)
The office of
marketing and communications is the official
source of information to the media and manages Shawnee state university's
official web and social media presence.

(3)
The director of marketing and communications serves as the official
university spokesperson and will coordinate designation of an appropriate
source regarding specific areas of expertise.

(B)
Dissemination of information to media
sources

(1)
All official university
information (events, program news, general news items, information concerning
crisis situations) for dissemination to the media will be coordinated through
the office of marketing and
communications.

(2)
The office of
marketing and communications is responsible for
developing a process that ensures university information is routinely shared
with the public, including faculty and staff personal achievements.

(C)
Creation and management of
social media sites

(1)
The office of
marketing and communications is responsible for
monitoring and managing all social media platforms that officially represent
Shawnee state university as an institution. Sites officially representing SSU
departments, programs, and/or services may be managed at the department level,
with approval by and coordination with the office of marketing and communications.

(2)
Users are encouraged to respectfully
share their opinions and comment freely about topics posted on all official
Shawnee state university social media platforms. Comments determined by the
office of marketing and communications to be
off-topic; represent advertisements or spam; constitute or encourage illegal
activity; infringe upon someone's rights; contain nudity or obscenities; or
direct and target physical threats; will be removed.

(D)
Creation and management of web sites

(1)
The office of marketing and communications is responsible for
managing Shawnee state university's web presence, which includes the official
shawnee.edu site, as well as all official university affiliated or
representative websites (e.g. athletics), whether developed and maintained by
third-party vendors, university departments, or campus affiliates. All official
university websites must be approved by the office of marketing and communications.

(2)
All official university websites shall be
managed within the campus web content management system, unless exemption is
granted by the office of marketing and
communications. The web content management system will provide templates for
required information, enable incorporation of university branding, and
facilitate site maintenance, while providing for centralized management and
support. Except as described in this policy, all university offices are
required to utilize the campus web content management system for developing and
maintaining their respective web sites.

(3)
Permission may be granted by the office
of marketing and communications to develop and
maintain pages outside of the web content management system based on the nature
and requirements of the site, technical limitations, ability for ongoing and
consistent management of the site, and relationship of the unit to the
university.

(4)
University offices
are responsible to ensure that their web pages within the campus web content
management system, as well as those outside the system but officially connected
to shawnee.edu, meet standards of accessibility conforming to section 504 of
the Rehabilitation Act of 1973, compliance with copyright and trademark laws,
university web guidelines, and university branding guidelines.

(5)
University offices are responsible to
ensure that sites containing, soliciting, or collecting protected or personal
data comply with the Family Educational Rights and Privacy Act of 1974 (FERPA)
and university policy
3.04, "Student Education Records
Privacy and Release."

(6)
Commercial advertising onwww.shawnee.edu is prohibited. Websites
hosted under official university domains may not advertise or promote private
individuals, firms, or corporations, or imply in any manner that Shawnee state
university endorses or favors any specific commercial product, commodity or
service.

(7)
Sponsorship
acknowledgements and/or links to outside commercial sites for sponsorship
purposes for any university related event must have prior approval from the
office of development director. Images, logos, graphics or text used to denote
sponsorship affiliations or links to commercial sites may not in any way imply
that the university is endorsing a product, service or company. Collection of
money online must be coordinated through the office of development.

(E)
Emergency information

(1)
The office of marketing and communications is responsible for
coordinating crisis communications with other appropriate university officials,
including the department of public safety, depending on the nature and type of
crisis or situation.

(2)
The office
of marketing and communications and the
department of public safety are responsible for developing a procedure for
disseminating emergency notifications in the event of school closings or
crisis.

(F)
Guidelines

Guidelines related to the dissemination of information
to the media, management of university social media sites, and the construction
of official university web sites shall be established and posted on the office
of marketing and communications web site at:
http://www.shawnee.edu/offices/communications/